Don't use Excel when what you really need is a database...

Inefficiency in the age of computerized information technology...

Face the truth, every day you use your computer system and all day long you still do repetitive tasks, juggle data between programs and other computers, and wish your data processes were more intuitive and less clumsy. It's time to talk.

Information collected over the past several years and analyzed by Advanced Technology Solutions reveal that nearly 90% of small to medium size business or workgroups are running at low or very low efficiency levels in routine document and data processes. Many companies have tried to resolve this issue by utilization of today's computer and software technology but have failed to produce the results they were hoping. Many are simply unaware of just how inefficient their modern computerized systems are actually performing.

Addressing such issues early can amount to huge savings in ongoing business overhead and expenses. Growing business can reap even more benefit since greater efficiency allows more work to be produced with the same number of employees during periods of growth.

Most of the inefficiency is usually the result of two primary reasons: too much manual processing (computer and non-computer) and insufficient integration between computer programs. Both can lead to serious data integrity issues, which produce a negative effect on the business's bottom line and often times even their customer relations.

The interesting truth is that most companies already own the technical resources to increase their business productivity, but they are simply being underutilized. This paper helps to crystallize both the causes and the solutions that are available and affordable by any size operation.

Paper and technology...

Even with the widespread use of desktop computers, networking, and workgroups, you can still find a significant amount of manual paperwork used in daily business processes by most companies and many business owners are not exactly aware of the extent. Although many can be classified as trivial, even the most menial tasks can add up significantly. Reducing the amount of many paper-based documents used for transactions, communications, accounting and many other functions can usually boost productivity by reducing much of the manual processes. This usually is not the most significant factor contributing to inefficient processes as this paper discusses, but it is a good place to start and is necessary in order to deploy some of the other efficiency improvement techniques.

The long talked about paperless office is still not a reality. Even though most offices already posses most of the technology and equipment leading to this goal, some technological advancements are not fully realized to bring this about. Furthermore, the cost of implementation certain technologies must be further reduced to make this a viable commodity for most business.

Meanwhile, a considerable amount of technology is available and very affordable to make a huge difference for many businesses. Other advances in technology such as communication systems, wireless devices and networks, custom software development environments, and even the Internet are becoming more affordable each day. Eventually these will become more commonplace among companies and lead to the elimination of most paper documents in mainstream business forever.

Manual processes on computer systems...

Looking at what is available and affordable by most businesses today, two facts can clearly be seen. Companies are failing to take advantage of the technology and equipment they already posses to the fullest extent and new technology that is affordable by most business today is not being procured or implemented. Effective measures need to be taken by any company who intends to remain competitive in the swift movement of technology currents in today's business atmosphere.

Manual processes in the paper category are not the only reasons that contribute to process inefficiency. It is very common to find, even with up-to-date computer systems and software, a considerable amount of computer processing is procedurally far too manual or is being used in an inappropriate manor.

For example, even form documents such as purchase orders and invoices may be in databases on computers, but the information is entered in a tedious and repetitive manor each time a single document is created. An efficiently designed relational database can eliminate much of this manual data entry as discuss in more detail later in this paper.

Automated processes on computer systems...

Another element often times resulting in significant inefficiency is lack of software integration. Running separate programs for each type of document or database often require large amounts of data being transferred manually from one program to another or even one computer to the other. In fact, this is the single most significant factor contributing to business inefficiency. The only reason this exist is poor choices in software programs and the lack of data integration. Human intervention, regardless why or where is exists, in automated data processes cause countless hours of wasted time and tend to introduce significant degrees of human error.

Yet another significant factor is using the wrong program for the task. The most often made mistake is using a spreadsheet program where a database is the more appropriate. While programs such as Excel have tremendous features, it is not nearly as efficient as a database where a database is the appropriate choice. The reason many people tend to use Excel for many purposes is because the have it on their computer and they know how to use it, not that is the most appropriate program to use.

Even though a database program is more appropriate to use in many instances, they tend to not use database programs like Access, even though they may have it already, because it is difficult for the casual user to use. Access has plenty of database power, but the development environment it provides is difficult to learn and use by casual users and professional database developers. It has also not kept pace with many modern advances in development environments that provide for faster development and deployment, graphical user interfaces (GUI), and easy definition and implementation of report generation. To be fair, Access can provide amply for many users and for other reasons may be the appropriate choice in some circumstances. Overall, however, Access and similar databases are at a disadvantage to many issues discussed in this paper.

Anytime human intervention occurs in an automated process human error is likely to take a significant toll. Even worse, the effects of human error that can multiply efficiency factors exponentially throughout your entire data process sequences. These effects also contribute to data integrity issues, causing business documents such as invoices and purchase orders to your suppliers and customers with errors. This can set off another sequence of problems such as wrong products being shipped or errors in pricing. It requires time and attention by two or more companies to resolve. The cost of even a small error early in the process can grow to a huge problem to rectify. The tolls can even include damage or loss of valuable relationships to customers, suppliers, and business associates.

The damage may not stop there. Human error can also affect other business functions that rely on the data as it has been entered into the database, such as reports and other documents used for management and accounting functions. The overall ramifications can therefore multiply through the system at enormous costs for even the smallest error. Most can be eliminated or minimized to a trivial extent by software solutions that are specifically designed for each particular business and each specific application with automated processes designed to keep human intervention to a minimum.

Continued in Part 2...

Other Related Papers
Custom Database Development: Whey Do I Need It and Can I Afford It?
(Document: CDEV)

FileMaker Pro Custom Development vs. Off-the-Shelf Packaged Software
(Document: FMCDVS)

© 2005-2007 George Wilkinson. All rights reserved.

------------------------------------------------------------------------------------------------------------------
Contact:
george@atssupport.com
www.atssupport.com

George Wilkinson was the principal engineer at Advanced Technological Services (ATS), an audiovisual design and programming service whose projects ranged from interactive multimedia theaters such as the Georgia Music Hall of Fame to executive boardrooms. This came in the wake of his aerospace career designing visual systems for projects ranging from the original Apollo Mission Simulator at NASA to aircraft R&D simulators at General Dynamics and Northrop Aircraft.

He is also a CEDIA (www.cedia.org) certified designer and programmer of Home Theater and Home Automation Systems.

In recent years he established another ATS Company, Advanced Technological Solutions, to design and marked software solutions for business and industry as well as affordable customized solutions of any degree. This focus comes after years of experience in software development for audiovisual industry applications where he pioneered efficient job costing and estimating software.

Enterprise and workgroup scenarios...

Larger companies have embraced computers and networking, from mainframe terminals to distributed personal computers, for some time making use of the technological advantages that they offer. In years past, many companies have spent millions for custom programming to meet their exact business requirements. These companies are usually large enough to have Information Technology or Information Systems departments staffed with knowledgeable managers, engineers and technicians.

Smaller companies were left out because of the cost, technical requirements, and lack of those resources. Times have changed and as the cost and power of both hardware and software have placed such technology in the hands of nearly every staff member of any size company. Nevertheless, while the personal computer has now proliferated small and medium size business as well as workgroups in enterprise scenarios, few business are taking full advantage of these resources that are in place. The staff has been left with utilizing and learning what they can while leaving most of its "power" untapped.

The problem with this scenario is that the power of many computer programs has grown beyond the reach of most staff members. As a result, people have struggled to quickly learn and keep pace with the technology and how to use it. Although skills are increasing, many do not have the time or the inclination to learn to do more. The technology has actually advanced faster than the capacity of most companies and staff members to learn to use it properly or efficiently, but the question this raises is should they.

There is a point of diminishing return. Individuals with certain job responsibilities and expertise cannot be required to learn enough about specific computer applications to be an expert about it all. Remember, computers and software programs that run on them are tools for everyone to use to enhance their specific job tasks and boost productivity. They should not have to get bogged down in learning every complicated aspect of every program use unless their job responsibilities are directly related.

The situation that has resulted is under-utilization of this technology, and even worse, misuse of technology. Unfortunately, it is frequently evident in all companies that when am employee tries to develop expertise on their own in a limited fashion, they run the risk of not knowing how to do it correctly. This can lead to processes that offer very little improvement in productivity and worse, poor data integrity. This is another risk factor that companies must take if they try to develop a certain level of expertise within their organization.

What can today's computer technology offer and how can it best be utilized?

The justification for custom solutions...

As previously discussed, use of inappropriate software is a common factor found in inefficient operations, like using a spreadsheet program when a database is more appropriate. Another common error is using an off-the-shelf program for businesses when they really need a customized solution to be truly efficient. Businesses run on data and the best program to manage data and process documents is a database, and a database with a rich developer environment is the easiest and less costly to customize.

A well-designed custom database solution should be the core of any business entity-highly integrated to provide efficiency, easy to use and factors to insure data integrity. In many instances, customization can also be a huge factor to increase efficiency. Often times a moderate amount of customization can greatly improve business operations.

There is no question that custom development costs more than packaged of-the-shelf solutions. However, due to the increased power and low cost of personal computers along with huge advancements in custom database technology, it is more economical than ever. Custom software development in the past meant use of mainframe or minicomputers along with a team of programmers working for weeks or months to develop it- at enormous cost. Furthermore, the results were usually difficult to understand, train and to use by average staff members.

This has all changed, even though many are not aware of just how much. Today, customized database development is available at affordable cost by nearly any size organization. A single programmer or small stall staff can now do major projects in just a few days or weeks for a fraction of the cost of past development means.

Many software and database developer environments now include a GUI (Graphical User Interface) development tools that allow a colorful and much more intuitive user interface to be provided by the developer. Furthermore, modern developer tools allow for extraordinary amounts of automation and connectivity to be employed as never before and continue to be enhanced every day.

Intuitive GUIs, rapid and extensive development environments, integration between software programs, and connectivity to other systems via networks, Internet and intranets, along with wireless technologies at affordable costs leave few excuses for inefficient business processes.

Why packaged off-the-shelf solutions are not always appropriate or economical...

Off-the-shelf software programs are usually not designed for specific businesses. Instead, they are designed to be very general in application. In order for such programs to be sold they must provided sufficient commonality that apply to all types of business operations. This generic approach allows programs to be offered at low initial cost but the productivity is seriously limited and the long-term cost factor can be very high.

Furthermore, most common software packages are not flexible or customizable significant enough to be effective for many business. The one-size-fits-all scenario leaves many businesses lacking in what they need for their type specific type of operation. It is like trying to put proverbial square peg in a round hole. For many highly specialized businesses they will not work at all.

Although the initial cost of customized solutions is greater than any ready-to-roll software packages, the savings longer term can be enormous.

What is a database program and how does it differ from other types of programs?

Database programs are more appropriate to use for almost all business requirements, especially relational database models. A relational database usually uses several related files, often called tables, to store information in one place, which is used over and over again by several document types. For example, companies and contacts are in one file, but used in all Order forms, Invoices, or Purchase Orders. A products database will store all the items that you sell or purchase and used by all your forms and documents. And since this information is grouped into single central files, when you need to update or add data you only have to do it once in one place, saving time and human error.

Another major benefit of a database is in reporting and data analysis. A statement for a particular customer or project over a specific data range, for example, can be easily accomplished from a database because all the data is in one place and known by all the other databases that use it. Summary reports can also be easily derived to provide management with critical data for analysis. A sales summary can useful to show data by specific sales personnel or geographical areas. Even very sophisticated reports are easy to develop in a database program and provides you with the information that a bank, CPA, financier, or investor requires.

Databases are well accustomed to provide many tasks not possible with other programs. Not only are they efficient to use, but also they provide considerably functionality and customization that only a database system can provide.

Continued in Part 3...

Other Related Papers
Custom Database Development: Whey Do I Need It and Can I Afford It?
(Document: CDEV)

FileMaker Pro Custom Development vs. Off-the-Shelf Packaged Software
(Document: FMCDVS)

© 2005-2007 George Wilkinson. All rights reserved.
------------------------------------------------------------------------------------------------------------------
Contact:
george@atssupport.com
www.atssupport.com

George Wilkinson was the principal engineer at Advanced Technological Services (ATS), an audiovisual design and programming service whose projects ranged from interactive multimedia theaters such as the Georgia Music Hall of Fame to executive boardrooms. This came in the wake of his aerospace career designing visual systems for projects ranging from the original Apollo Mission Simulator at NASA to aircraft R&D simulators at General Dynamics and Northrop Aircraft.

He is also a CEDIA (www.cedia.org) certified designer and programmer of Home Theater and Home Automation Systems.

In recent years he established another ATS Company, Advanced Technological Solutions, to design and marked software solutions for business and industry as well as affordable customized solutions of any degree. This focus comes after years of experience in software development for audiovisual industry applications where he pioneered efficient job costing and estimating software.

What features must a database-programming environment have to be really useful and effective?

Although most relational database programs are similar in the way they store and display data, they do not have similar developer environments. Many lack functionality or modern database tools. Many are still fashioned after mainframe computer environments and have not updated their development functionality, which restricts what a developer can do.

Developer features are too lengthy and technical of a topic to discuss in detail in this paper, but some are important to mention. Databases should be able to communicate; not only with each other, but also with other software programs on your computer, over networks, intranets, or even the Internet. Some databases are ODBC (Open Database Connectivity) compliant that allows them to talk other database systems and even other applications through a common "language" that they all understand. This also allows them communicate with enterprise databases such as SQL, Oracle, and the like. This type of connectivity is a valuable feature for the integration of software programs and a tremendous element to enhanced efficiency. Any database that you use should be ODBC compliant.

With the current emphasis on Internet connectivity, many companies want some of their data accessible with a common web browser, so a database should be capable of being of providing custom web publishing. For many companies, the ability for them to let their customers find and look up data from a database directly can save companies considerably expense. It eliminates the time your staff spends taking a phone call and looking up the information they need for them. Particular emphasis can and should be place on security, however. You need controlled access so that any particular customer can access only data related to them and not someone else.

Alone, a database does not understand the HTML language of a browser and a browser does not understand the native language of a database. This requires a third party program with its own development environment with the capability to handle the communications between the database and the Internet, like the popular program Lasso. It also should provide adequate security and controlled access. This is commonly referred to as CWP, or Custom Web Publishing, and requires programmers experienced with such programs.

This and other features are made available by an API (Application Programming Interface) that allows other programs to "talk" to the database to get data into or out of the database. The importance of this capability in the database-programming environment is essential in providing many specialized type functions that would not be possible otherwise.

For example, FileMaker Pro with its API has allowed other application programmers to write small applications that can communicate with FileMaker to provide a serial interface from weight scale, credit card validation, custom file format creation, and custom interfaces such as data input modals, just to name a few. Hundreds of these specialized program attachments for FileMaker now exist. They can be used to speed up and automate many processes to make a system for efficient, valuable, and flexible to meet many customized requirements of businesses.

More advanced technology using plug-ins allow everything from use of smart cards to controlling manufacturing equipment from a database is now possible through the use of a well-implemented API. Make sure the database development you are paying for has such capability and you will have tremendous flexibility now far and for into the future.

Can software provide both rich functionality and ease of use?

While modern software programs have grown in power and functionality, they have also grown in complexity, often times far past the grasp of most employees trying to use them. Some software companies have argued that this is the wrong approach while others have tried to address this issue by changing the complexity to implementation of multilevel user expertise.

Many, for example, have learned to use Microsoft Word or Excel effectively even though they cannot come to grips with some of its complex functionality. Most database programming environments have not followed this model and remained beyond the grasp of most users. One exception to this has been FileMaker Pro, a database that originated on the Apple Macintosh but now is totally cross platform. Not only that, but it is also one of the few who have been able to master the ability to furnish complex functionality and a rich developer environment along with a simple interface for the casual user. Not bad if you can conquer the best of both worlds.

While some database publishers have tried to do both, FileMaker Pro is the only database to be successful to accomplish this. It by far the most popular database on the Macintosh OS and leads all other databases in sales for the Windows OS. Access is the most used database on Windows, but this is attributed mostly to the fact that Access part of the Office suite.

Should you hire an experienced database developer rather than utilizing any current employees?

The true answer is not necessarily, but this depends on several factors. If your needs are minimal and they know and understand what they are, if you use a database that possesses sufficient functionality that is easy to learn and use, if someone from your staff has the technical inclination and if they have the time available necessary to learn and develop the software, then the answer is yes. Outsourcing to a developer most of the time will be more economical and practical.

Consideration needs to be made of anyone called upon to design database systems. Even if a person knows how to use a development software environment, this does not necessarily guarantee they understand business processes thoroughly and possesses the skill necessary in designing database systems with proper structure and functionality to accomplish your stated goals. This requires a full compliment of knowledge, experience and expertise of both business and database development principals. A professional database developer will also be more knowledgeable about advanced programming techniques, plug-in technology, system integration, and other program languages.

Planning and implementing a development project...

A plan is an essential step in meeting your goals and design is key to successful implementation. A one to two hour examination is usually all that is necessary to complete an assessment of a company's business and processes from which a plan can be derived for development that will improve its operations.

If a plan is extensive enough to warrant, a phased approach can be derived so that development costs can be spread over time. In other cases it is more cost effective to implement new programs and processes at one time. This all depends on your specific situation and an expert developer will know which is best to suggest for our situation.

Every plan to build efficient technology systems for your business needs to be designed with progressive attributes. This allows development to meet your current needs while building a foundation for future growth. Being cognizant of the growth potential of a business, a good developer will have a good grasp of how your business may evolve and include those factors into the very initial stage of development. Doing this will allow future development to be done in a less costly manor saving duplicated work, or worse, having to scrap any previous development work.

Having a well planned stepped or phased approach to technology solutions will afford the opportunity to build as your business grows, as new technology is introduced, and as you can financial plan for it. You need, therefore, to have a long-range plan and a foundation build with the future in mind so that no development expenditures are wasted and no development project must start over from the beginning.

A good developer that understands the concepts presented in this paper will be a valuable asset to your business.

The question about custom database development may be "can I afford it" but the answer is you cannot afford not to.

Other Related Papers:

Custom Database Development: Whey Do I Need It and Can I Afford It?
(Document: CDEV)

FileMaker Pro Custom Development vs. Off-the-Shelf Packaged Software
(Document: FMCDVS)

© 200-52007 George Wilkinson. All rights reserved.
------------------------------------------------------------------------------------------------------------------
George Wilkinson was the principal engineer at Advanced Technological Services (ATS), an audiovisual design and programming service whose projects ranged from interactive multimedia theaters such as the Georgia Music Hall of Fame to executive boardrooms. This came in the wake of his aerospace career designing visual systems for projects ranging from the original Apollo Mission Simulator at NASA to aircraft R&D simulators at General Dynamics and Northrop Aircraft.

He is also a CEDIA (www.cedia.org) certified designer and programmer of Home Theater and Home Automation Systems.

In recent years he established another ATS Company, Advanced Technological Solutions, to design and marked software solutions for business and industry as well as affordable customized solutions of any degree. This focus comes after years of experience in software development for audiovisual industry applications where he pioneered efficient job costing and estimating software.